Report for April 2018

Report Date
April 2018



Report by Muriel Mewissen on behalf of Alan Gilchrist (MVMLAT Programme Managers) for Sheila Fraser (MVM Portfolio Manager) and Catherine Elliot (MVM Portfolio Owner)
  • Vet and Medical School sub-group IT meeting
  • College Administration Team (CAT) meeting
  • College Undergraduate Learning and Teaching (CULT) committee
  • Post Graduate Learning and Teaching (PGLTC) committee
  • Excerpts taken into CSG report


Section One: Programme Commentary, RAG and Resources Update


During April, work progress well with MVM118: Deployment of FRY-IT Practique for MBChB where the project is now near completion. This success is highlighted in a new article: More Success with Practique in the Medical School. A new project to continue the work on embedding the use of Practique has been approved at the April Programme Meeting. This project will focus on providing support for OSCEs.

MVM121: Reporting of Assessment Outcomes for External Bodies continues to report RED status. Additional technical analysis by Student Systems is required to identify feasible option. This work needs to be scheduled and prioritised within Student Systems. The project will need to be suspended until the appropriate resources is made available within Student Systems, and likely to be until August 2018.

Three projects are AMBER:

The overall status of the MVMLAT programme is RED.

Please note that the project RAG status is following the revised guidelines: A one-page summary of the IS RAG status indicators is available on this page.


Forward Look - April 2018


Section Two: Projects Not Started

Two new projects are expected to start in 2017/18.

Project Programme Manager's Commentary
MVM106: Student Print Strategy  
MVM125: Connectivity - Off-campus 2017/18 To be started in 2018
MVM126: Upgrading of student computer labs 2017/18 To be started in 2018

Section Three: Projects in Progress

MVM Learning and Teaching Projects Update

MVM105: Strategy for the upgrade of our teaching spaces (annual) - RAG Status: AMBER

Report by Alan Gilchrist

Achievements this period   

  • Nothing new to report due to other priorities this month.

Next Steps

  • Arrange an afternoon to go out to the Vet School lecture theatres to investigate the presenter mode issue.
  • Arrange a suitable time to install a presenter mode screen in the Vet School G.01 room.
  • Arrange a suitable time to complete the installation of equipment in the Hugh Robson PG Viva room and make it available on the room booking system.

MVM112: Technology to support simulation teaching - RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period   

  • Have commenced discussions with procurement and Laerdal (supplier) regarding the replacement of the 'Harvey' unit within the WGH MEC.

Next Steps

  • Database owners to send their current consent forms to the Data Protection Officer for review.
  • New consent forms to be created if required and then sent out to all participants of the programmes (EPPSAT and Simulated Patients).
  • A new Simulated Patient database will be created, providing increased security and functionality.
  • Review the fault with the 'Harvey' manikin and either temporarily fix or bring forward the procurement of a replacement.
  • Create an initial draft report outlining the University’s simulation equipment currently available within the Chancellor’s Building Clinical Skills Centre and WGH MEC.  Include proposed maintenance costs, annual recurring costs and replacement cycles.

MVM115: Technology to support TransNational Education (TNE) - RAG Status:  GREEN

Report by Paul De'Ath
  • The permanent fix missed it's proposed April implementation, but is now scheduled for early May
    • The deployment is scheduled for Tuesday 8th/Wednesday 9th. Depending on how long it takes DevTech to deploy, it may be Wednesday before Hugh can complete the Zhejian part


  • No new risks

Next Steps

  • Track the fix and then close the project

MVM118: Deployment of FRY-IT Practique for MBChB - RAG Status: GREEN

Report by Paul De'Ath
  • Deployed new release to staging for testing
  • Tested and signed off use of Practique by Edmonton University, Canada
  • Signed off single sign on for Live and rolled out


  • No new risks identified

Next Steps

  • Schedule training dates for OSCE deployment
  • Host a strategy meeting
  • Seek signoff for Canada and OSCE contract updates
  • Close project once OSCE project has been initiated

MVM121: Reporting of Assessment Outcomes for External Bodies - RAG Status: RED

Report by Nick Graham & Muriel Mewissen

Achievements this period   

  • Formal review of business analysis proposal carried out on 23rd April.  
  • Actions identified for improvement of proposed solution and technology choice.
  • Meeting to resource the technical anaysis set for 10 May.
  • PICCL raised to cover this work and re-planned delivery of project.   


  • None - assuming that PICCL above approved in-month (Note to incoming PM - pls amend as appropriate).   

Next Steps

  • Completion of solution proposal actions identified above.  
  • Sign off of project delivery.   
  • Closure of project.    

MVM127: Upgrading of teaching spaces 2017/18 - RAG Status: AMBER

Report by Alan Gilchrist

Achievements this period   

  • The AV contractor has been appointed for the upgrade of the 6 seminar rooms in the Chancellor's Building.
  • The fabric upgrades for the 6 seminar rooms in the Chancellor's Building have been approved with engie and the furniture has been ordered.
  • 2 of the seminar rooms have been booked out for the refurbishment and AV upgrade work in the Chancellor's Building.  The other room schedules are being looked at.
  • The money associated with the WGH MEC refurbishment has been transferred over to the estates project budget.


  • There is still some uncertainty regarding the possible funding of the fabric upgrade and furniture replacement in WGH D25.
  • There is a concern that one or more of the seminar rooms in the Chancellor's Building could be repurposed after the upgrades have taken place (no timescale has been given yet) which would lead to a reduction in teaching space and discussions about reimbursement of funds.
  • 2 rooms in Anatomy are to be changed into 'licensed' rooms which has meant that Learning Spaces Technology will remove support and are asking for reimbursement of a percentage of the funds they used to upgrade the equipment in the rooms 1 year ago.

Next Steps

  • Organise the refurbishment and AV upgrade timelines for the remaining seminar rooms in the Chancellor's Building.
  • Send out the tender documentation for the Vet School rooms.

MVM Portfolio Projects Update

MVM522: MVM Business Process Review for SharePoint Delivery - RAG Status: GREEN

Report by Paul De'Ath


  • First micro groups have met, all have scheduled meetings
  • Continue to meet Service Excellence around core HR requirements, now sharepoint document management project engaged


  • No new risks identified

Next Steps

  • Establish clear commitment from SharePoint towards the next phase of delivery
  • Continuous review of complexity versus delivery

Projects outwith the MVM Portfolio Update

Report by Alan Gilchrist and Anne-Marie Scott (LTW):

P0267: The EEMeC Administration Migration Project - RAG Status: GREEN

A number of issues related to content within the VLE have been identified post-migration. A report has been provided to the Programme Director, Head of School and College Registrar summarising the issues.

Given the GMC visit in early November, additional resource has been made available to the College. Staff from LTW are spending time based in Little France and are offering one-to-one sessions with academic colleagues to check links, tidy formatting and other changes as required. 16 sessions have been booked.

Discussions with Library and University Collections colleagues have agreed how best to manage Leganto Resources Lists for the MBChB. First content has been added to the Knowledge Hub site.

P0264: The eeSurg VLE Migration Project - RAG Status: GREEN

Knowledge base main pages now migrated and with academic team for checking. Knowledge base 140 'orphan' pages identified and ESSQ team have confirmed which pages to be migrated.

Course prototype reviewed by Project Board 28 Aug. Second prototype (Academic Surgery) populated. Reviewed and signed off at Programme Board on 06 November. Focus is now on gathering content to be migrated via Word documents. Content will be added to Learn as web content. Academic team raised the potential for additional support in their team required during this process. Will monitor and flag if it becomes an issue. Academic team to discuss with College Office process around issuing tutors with EASE credentials for access to the VLE.

DTP001: Apps to User Devices - RAG Status: AMBER

A major impact has been that due to the deployment of Windows 10 being postponed from start of term (DTP008/13), key desktop colleague Mark Wiseman is now required to help with preparing Windows 7 for extended use in 2017/18, which will keep him off the project until end of 2017.

Meantime, the high level design for the new solution to replace Atlantis has been approved, and a workshop was held to kick off the low level design so that the VSAN build can be done before end of 2017.

MLE003: Lecture Recording Implementation - RAG Status: CLOSED

The first phase launch of Media Hopper Replay is complete and the project will be moving to closure. 138 rooms were equipped for September 2017 and a number of CMVM rooms were prioritised during the rollout.  Use in Veterinary Medicine and Biomedical Sciences is increasing. The School of Medicine were not historic users of the previous service and the second phase of the project will be focussed on supported expanded use in such Schools. There are some particular challenges in the School related to confidential content and the level of access in Learn which will be the focus of the next phase in terms of support.

MVM123: Vet School Timetabling and Room Booking Migration - RAG Status: GREEN

Successful start of term for UG using central timetabling and room booking, including personalised timetables. Lessons learned from Semester 1 to be discussed and planning for Semester 2 to begin.

MVM114: Edinburgh Medical School Review of Support for Timetabling and Room Booking - RAG Status: CLOSED

Project closed on 23 March 2018. A report detailing business requirements, options, benefits, constraints and a recommendation for the future provision of support for timetabling and room booking within Edinburgh Medical School  has been produced. The Completion Report is available. 

HSS020: CAHSS WAM Extended Pilot - RAG Status: RED

  • The Simitive project to extend the pilot to the additional subjects; Classics, Archaeology, Philosophy and Language Sciences is complete.
  • Moray House remaining institutes are on track for delivery during May
  • Evaluation completion dates have been received for the pilot schools and when the dates are met the project will be closed (August 2018).

HSS022: CAHSS WAM Deployment  - RAG Status: GREEN

  • Commercial discussion are ongoing for the opt-in schools and expected to complete mid May 2018.
  • New schools have been prepared to accelerate use of the new system and schools framework gap analysis is underway.
  • Vendor support has been arranged to support existing and new on-board schools.  
  • A user forum has been established and the first meeting has convened with very positive outcomes.

Other Updates

ISG Innovation fund

Project funding allocations have been made and decisions are being communicated. A list should be available for future meetings.

TEL049: VLE Minimum Standards - RAG Status: RED

Paper has been sent to Senate LTC 15 November meeting outlining the scope of the project. Project manager has been assigned and project brief will be available on Projects website shortly. This will be a multi-year project.

Section Four: Closed or Withdrawn Projects

Project Info Project Manager's Commentary
MVM124: WAM pilot for Biomedical Sciences - options review This project started in December 2017. The project was closed on 23 March 2018. The Completion Report is now available.
MVM117: Virtual Desktop and software access This project was withdrawn on 31 October 2017. This work is covered in DTP001 Apps to User Devices.
MVM119: Data Creation and Migration into Practique for MBChB  This project started in April 2017. The project was closed on 17 November 2017. The Completion Report is now available.

MVM122: Biomedical Sciences submission word count facility

This project started in March 2017 and was closed on 31 October 2017.

MVM111: Technology to support short-notice communications to students

This project started in January 2017 and was closed on 31 October 2017.
MVM101: Connectivity - on-campus and off-campus This project started in October 2016 and was closed on 31 October 2017.

MVM107: Procurement of an online application to support assessment and feedback for MBChB

This project started in October 2016. This project was closed on 29 August 2017. The Completion Report is now available.

MVM104: trategy for the upgrade of our computer labs (annual)

This project started in March 2017 and was closed on 30 August 2017.

Section Five: Programme Meeting Minutes

Date Comments
27 April 2018 Programme Review Monthly Meeting - April 2018
26 February 2018 Programme Review Monthly Meeting - February 2018
26 January 2018 Programme Review Monthly Meeting - January 2018
4 December 2017 Programme Review Monthly Meeting - December 2017
4 November 2017 Programme Review Monthly Meeting - November 2017
30 October 2017 Programme Review Monthly Meeting - October 2017
29 September 2017 Programme Review Monthly Meeting - September 2017
25 August 2017 Programme Review Monthly Meeting - August 2017

Programme Info


Not available.